Struggling to keep your sales and marketing efforts organized without constantly switching tabs between Outlook and HubSpot? You’re not alone! For anyone working in sales, marketing, or even customer service, having your tools talk to each other is a must. The HubSpot extension for New Outlook isn’t just a nice-to-have. it’s a powerful way to bring all those awesome HubSpot features directly into your email, making your day-to-day work so much smoother and more effective. This guide will walk you through everything you need to know, from understanding the big changes with the New Outlook to getting the extension installed, using its features like a pro, and troubleshooting any bumps along the way. Get ready to streamline your communications, boost your productivity, and stop missing out on crucial data and conversations.

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The Big Shift: Why the New Outlook Experience Matters for HubSpot Users

if you’ve been using Outlook for a while, you might have noticed some changes, especially with Microsoft’s “New Outlook for Windows.” It’s a sleeker, more unified experience that’s moving towards a web-based architecture. This shift, while exciting for many reasons, brought about some big changes for how third-party tools like HubSpot connect.

The most important thing to know is that HubSpot has stopped actively developing and supporting the traditional HubSpot Sales Outlook desktop add-in because of these changes. I know, it’s a bit of a bummer if you were used to that specific desktop version. But don’t worry, they didn’t leave us hanging!

Instead, HubSpot is really pushing its HubSpot Sales web add-in, also known as the Office 365 add-in, as the go-to solution for the New Outlook. And honestly, it makes a lot of sense. This web add-in is designed to work seamlessly across different platforms, whether you’re on a PC, a Mac, or just using Outlook in your web browser. If you were already using the old desktop add-in and then switched to the new Outlook for Windows, you might have even seen the HubSpot Sales web add-in pop up automatically. It’s all about making sure you have a consistent and reliable experience, no matter how you access your emails.

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What Even Is the HubSpot Sales Web Add-in for Outlook?

Alright, let’s break it down. The HubSpot Sales web add-in for Outlook isn’t some complex, separate application. Think of it as a super helpful assistant that lives right inside your Outlook inbox. Its main job is to bring HubSpot’s powerful sales and CRM tools directly to where you spend a good chunk of your day – composing, sending, and managing emails. HubSpot Newsletter Templates: Your Ultimate Guide to Engaging Your Audience

This add-in lets you do things like track email opens, log conversations to your CRM, pull up contact details, and even use email templates, all without ever leaving Outlook. It’s like having a miniature HubSpot dashboard accessible with just a few clicks.

One of the coolest things about this web add-in is its flexibility. Unlike the older, more platform-specific add-ins, this one is built to work virtually everywhere. So, whether you’re working on:

Outlook for Windows the new version: Yep, it’s got you covered.
Outlook for Mac: Great news for Apple users, as the old desktop add-in didn’t support Macs.
Outlook on the web Office 365/Outlook.com: If you prefer to live in your browser, it works perfectly there too.

This cross-platform compatibility means a more consistent workflow for you, no matter which device you’re on.

Why You Absolutely Need This Integration: The Power of HubSpot in Your Inbox

Integrating HubSpot with Outlook is more than just a convenience. it’s a strategic move that can seriously level up your sales, marketing, and customer service game. Here’s why you should definitely jump on this: HubSpot Extension for Firefox: The Real Deal on Boosting Your Workflow

Boost Your Productivity

Picture this: no more switching back and forth between your email client and your CRM. That constant tab-hopping or app-juggling can really eat into your day. With the HubSpot Outlook extension, you can do so much right from your inbox: log emails, track opens, use templates, and even schedule meetings. This integration cuts down on context switching, letting you stay focused and get more done. It’s about working smarter, not harder.

Keep Your CRM Sparkling Clean

One of the biggest headaches in CRM management is making sure all your customer interactions are actually recorded. Let’s be honest, manually logging every email you send or receive to HubSpot can be a real drag, and sometimes, things just get missed. This integration is a lifesaver here. It can automatically log emails to your HubSpot contacts, companies, and deals, or you can do it with a single click. This means your CRM data stays fresh, accurate, and consistent, giving everyone on your team a complete picture of every customer relationship. Good data means better decisions!

Smart Sales, Not Hard Sales

Imagine knowing the exact moment a prospect opens your email or clicks on a link within it. That’s powerful stuff! The HubSpot extension gives you real-time notifications about email engagement, allowing you to follow up at the perfect time when your prospect is actively thinking about your content. You can also leverage HubSpot’s email templates and snippets to craft personalized messages super fast, and even enroll contacts into automated email sequences for consistent follow-ups, especially if you have a Sales Hub paid seat. This level of insight and automation lets you be more strategic with your outreach.

According to a 2021 survey of small businesses, a significant 64% of respondents highlighted email as one of their primary marketing strategies to connect with customers, second only to Facebook. HubSpot’s own research also found that email campaign managers prioritize email segmentation 78% and email automation 71% as key tactics. This shows just how vital email is, and why having these tools integrated makes such a difference.

Cross-Platform Convenience

As we talked about, the new web add-in works across PC, Mac, and web versions of Outlook. This means you get a consistent experience whether you’re at your desktop, on your laptop, or checking emails on the go. No need to learn different processes for different devices – it just works. The Real Talk on HubSpot Academy Digital Marketing

Getting Started: How to Install the HubSpot Extension for New Outlook

Ready to get this powerhouse integration running? Here’s how to install the HubSpot Sales web add-in, which is the recommended way for the New Outlook.

Before You Begin: Quick Compatibility Check

Before you dive into installation, let’s make sure everything is good to go:

Outlook Version: The HubSpot Outlook extension is compatible with recent Outlook versions, including Outlook 2016, Outlook 2019, Outlook 2021, and Microsoft Outlook for Microsoft 365 MSO.
Email Hosting: You’ll need an Office 365 hosted email account like Office 365 Business Premium, Business Essentials, or Personal. It won’t work with Office 365 from GoDaddy, or if your email is hosted by a different provider, even if you’re accessing it through Outlook.
Outlook Type: Make sure your Outlook version is “Click-to-run” and not installed directly from the Microsoft Store, as there can be compatibility issues with some add-ins.
Ditch the Old Desktop Add-in: This is crucial! If you previously had the old HubSpot Sales Outlook desktop add-in installed, you need to uninstall it first. These two add-ins will conflict, and you’ll run into problems. Go to your computer’s “Add or Remove Programs” Windows or Outlook’s add-in management and remove any older HubSpot Outlook components.
Multiple Accounts: If you use multiple email accounts within Outlook and want HubSpot features for all of them, you’ll need to install the add-in for each individual account.

The Easiest Way: Installing via Microsoft AppSource Recommended

This is hands down the most straightforward way to get the HubSpot Sales web add-in, and it’s what HubSpot generally recommends.

Head to Microsoft AppSource: Open your web browser and navigate to the Microsoft AppSource website. You can often find the HubSpot Sales add-in directly by searching for “HubSpot Sales”.
Click “Get It Now”: Once you find the “HubSpot Sales” add-in page, look for a button that says “Get It Now” on the left sidebar. Click it!
Continue and Log In: A dialog box might pop up. just click “Continue.” You’ll then be redirected to your Office 365 account to log in and authorize the installation.
Add to Outlook: After logging in, you’ll see a prompt to “Add” the add-in. Confirm this, and it will be installed in your Outlook account.
Restart Outlook If Needed: Sometimes, giving Outlook a quick restart helps activate the extension properly and makes sure all the features appear.

A note for Office 365 Admins: If you’re an administrator for your organization’s Office 365, you can centrally deploy the add-in to all users. This saves everyone the hassle of individual installation. Microsoft provides instructions for publishing Office add-ins through the Office 365 admin center. During this process, you’d select “I want to add an Add-In from the Office Store” and search for HubSpot Sales. Just keep in mind that it can take up to 12 hours for the add-in to appear for all users after central deployment. Your Ultimate Guide to HubSpot’s Free Email Marketing Certification

Connecting Your HubSpot Account

Once the add-in is installed in Outlook, you’ll need to link it to your HubSpot account.

Open Outlook: Start Outlook desktop or web, whichever you use.
Locate the HubSpot Sales Add-in: You’ll usually find the HubSpot icon often a sprocket or the HubSpot sprokect logo in your inbox ribbon, in the “New Message” window, or sometimes under an “Apps” or “More actions” menu like the three horizontal dots.
Log In: Click on the HubSpot icon. The first time you use it, or if you’re not logged in, you’ll be prompted to “Log in” or “Connect.”
Enter Credentials: Enter your HubSpot account credentials.
Authorize Permissions: HubSpot will ask for certain permissions to sync and track emails with your Outlook inbox. Make sure to allow these for the integration to work correctly.
Select Email Address: If you have multiple email accounts connected to HubSpot, you might need to select which email address you want to sync.
Connect! Once you’ve gone through these steps, you’ll get a confirmation message, and your HubSpot tools should now be active within Outlook!

Unlocking the Features: Your HubSpot Sales Toolkit in Outlook

Now that you’ve got the HubSpot Sales web add-in up and running in Outlook, let’s explore the cool features it brings right to your fingertips. This is where the magic happens and your email workflow gets a serious upgrade!

Effortless Email Tracking

Ever wonder if your emails actually get opened? Or if that crucial link you included was clicked? The HubSpot extension gives you that intel!

Open Tracking: HubSpot inserts a tiny, invisible tracking pixel into your outgoing emails. When a recipient opens the email, that pixel “fires,” letting you know they’ve seen it. You’ll get real-time desktop notifications if you have the HubSpot Sales Chrome extension also installed, for instance, or browser notifications set up and see the status in your HubSpot activity feed.
Click Tracking: If you have a Sales Hub paid seat, you can also track when recipients click on links within your emails. This helps you understand what content resonates and prompts action.
Real-time Notifications: Imagine sending an email and getting a pop-up notification moments later that your prospect just opened it. That’s your cue to follow up!

Smart Email Logging

Keeping your CRM updated doesn’t have to be a chore. The integration makes logging emails a breeze: HubSpot Email Marketing Pricing: Your Ultimate Guide for 2025

Log to CRM: With a single click or even automatically, depending on your settings, you can log a copy of your sent and received emails directly to the contact, company, or deal timelines in HubSpot. This ensures that every team member has a full history of communication.
Automatic BCC: The add-in can automatically populate a BCC field with a unique HubSpot email address to ensure emails are logged to the CRM.
Associated Records: When you log an email, you can specify which contacts, companies, or deals in HubSpot it should be associated with, keeping your records tidy and comprehensive.

Templates & Snippets: Say Goodbye to Repetitive Typing

We all send similar emails over and over again. Stop wasting time typing them out from scratch!

Email Templates: Access your pre-built HubSpot email templates directly within your Outlook compose window. Just choose the one you need, personalize it, and send it off in seconds. HubSpot even lets you measure the performance of these templates so you can refine them over time.
Snippets: For shorter, frequently used phrases or paragraphs, snippets are your best friend. Insert them instantly into your emails to quickly answer common questions or provide standard information.

Sequences for Automated Outreach

Requires Sales Hub or Service Hub Professional/Enterprise

If you’re looking to automate your outreach while keeping it personal, HubSpot Sequences are fantastic, and you can manage them right from Outlook:

Enroll Contacts: Enroll contacts into your pre-designed email sequences directly from Outlook. This means a series of personalized follow-up emails and tasks can be queued up automatically, ensuring consistent engagement without you having to remember every step.

Meetings & Scheduling Links: Booking Appointments Made Easy

The back-and-forth of scheduling meetings can be a real time-sink. HubSpot’s meeting tool eliminates that hassle:

Insert Scheduling Links: Generate and insert your personal meeting scheduling link directly into your emails. Your recipients can then pick a time that works for them from your available slots, and it gets automatically added to your calendar. No more endless email chains trying to find a mutually convenient time!

CRM Insights at a Glance: Contact Profiles Right in Your Inbox

This feature is incredibly helpful for context: Email marketing hubspot certification

Contact Profiles Pane: When you’re composing an email or viewing an existing one, the HubSpot sidebar sometimes called the contact profiles pane can show you relevant CRM details about the recipient. You can see their company, recent activities, deals they’re associated with, and more, all without leaving Outlook. This helps you tailor your message and ensures you have all the necessary context before hitting send.

Inbox Automation

Some versions of the integration, especially when you set up inbox automation, allow HubSpot to process email body data including signatures and metadata. This means it can:

Auto-Capture Contacts: Automatically create new contacts in your CRM from your mailbox, pulling in details like first name, last name, and sometimes even a phone number.
Recommend Tasks: HubSpot can even flag potential follow-up activities based on the content of your emails, suggesting tasks for you in the CRM.

All these features work together to create a streamlined, efficient workflow, allowing you to focus on building relationships and closing deals rather than administrative tasks.

Oops! Troubleshooting Common HubSpot Outlook Integration Hiccups

Even the best tools can sometimes throw a curveball. If your HubSpot Outlook integration isn’t behaving as expected, don’t fret! Most issues are pretty common and have straightforward fixes. Here’s a look at some common hiccups and how to troubleshoot them.

Add-in Not Showing Up or Not Working

This is a classic one. You’ve installed it, but where is it? ERP HubSpot: Unlocking Business Superpowers Through Integration

Restart Outlook: Sometimes, Outlook just needs a fresh start to recognize new add-ins. Close it completely and open it again.
Check Outlook Add-in Settings:
- In Outlook, go to File > Manage Add-ins or for Outlook Web App, Settings > Manage add-ins.
- Look for “HubSpot Sales” in the list. Make sure it’s enabled. If it’s disabled, enable it and restart Outlook.
Verify Installation: Double-check that you installed the web add-in Office 365 add-in from Microsoft AppSource, not an old desktop installer. The old desktop add-in isn’t supported in New Outlook.
Look in the Right Place: In the New Outlook, the add-in might be under an “Apps” button, a “More Actions” menu three dots, or you might need to customize your ribbon or toolbar to show it.
Admin Deployment Lag: If your admin centrally deployed it, remember it can take up to 12 hours to appear.
Mac Users – Office 365 App: For Mac, ensure you’re using Outlook installed through the Microsoft 365 app bundle, not an individually installed Outlook version, as this affects compatibility.

Emails Not Tracking or Logging

You’re sending emails, but HubSpot isn’t recording opens or logging them to the CRM.

“Track Email” & “Log Email” Checkboxes: When composing an email, always make sure the “Track email” and “Log email” checkboxes or toggles are selected in the HubSpot sidebar. You might have disabled them by default or forgotten to check them for a specific email.
HTML Format: HubSpot’s tracking pixel needs HTML. Ensure you’re sending emails in HTML format, not plain text.
Connected Inbox: The HubSpot Sales Office 365 add-in requires your inbox to be connected to HubSpot. Verify this connection in your HubSpot settings.
Recipient as a Contact: Email opens will only track if the recipient’s email address is saved as a contact in your HubSpot CRM. If they’re not a contact, HubSpot won’t have a record to associate the tracking with.
Firewall Settings: Your computer’s firewall might be blocking communication. Make sure your firewall settings allow traffic to *.hubspot.com via HTTPS.
Pinned Task Pane: For the Office 365 add-in, any preferences for tracking and logging are only applied when the HubSpot Sales sidebar pane is open while you compose an email. You can often pin this task pane open in your inbox to ensure emails are always logged and tracked.

Login Issues

Can’t log in to your HubSpot account through the add-in?

Correct Credentials: Sounds obvious, but double-check your HubSpot username and password.
Internet Connection: Ensure you have a stable internet connection.
Clear Browser Cache: If you’re using Outlook on the web, clearing your browser’s cache and cookies can sometimes resolve login glitches.
HubSpot Permissions: Verify that your HubSpot user account has the necessary permissions to use the sales tools.
Third-Party Cookies: Some browser settings might block third-party cookies, which can interfere with the login process for add-ins. Adjust your browser’s privacy settings if this might be the case.

Performance or Conflict Issues

If things feel sluggish or buggy, or features seem to be clashing:

Remove Old Add-ins: As mentioned earlier, if you have both the old desktop add-in and the new web add-in installed, they will conflict. Uninstall the old desktop version.
Update Everything: Make sure both your Outlook and the HubSpot add-in are on their latest versions. Outdated software can lead to unexpected behavior.
Too Many Add-ins: While less common, sometimes having too many add-ins can slow things down or cause conflicts. Try disabling other add-ins temporarily to see if HubSpot’s performance improves.

By methodically working through these troubleshooting steps, you can usually get your HubSpot Outlook integration back on track and running smoothly!

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Maximizing Your HubSpot Outlook Experience: Pro Tips

You’ve got the HubSpot extension for New Outlook installed and working—awesome! But why stop there? Let’s talk about some pro tips and habits that can help you squeeze every drop of efficiency out of this integration, making it a truly indispensable part of your daily routine.

Pin the Add-in for Quick Access

This is a small but mighty tip! Many users find it super helpful to pin the HubSpot Sales add-in within their Outlook compose window or even their main inbox view. This way, it’s always visible and ready to go, saving you a click or two every time you need to log an email, grab a template, or check a contact’s profile. The exact steps to pin it might vary slightly depending on your specific Outlook version desktop vs. web, simplified vs. classic ribbon, but usually, you’ll find a pushpin icon or a “Customize Toolbar” option where you can drag and drop it. Make it a permanent fixture!

Customize Your Default Log and Track Settings

Nobody wants to manually check “Track email” and “Log email” every single time they hit send. Luckily, you can set your default preferences for tracking and logging emails within the HubSpot add-in settings. This means that unless you specifically uncheck them, every email you send will automatically be tracked and/or logged, reducing manual oversight and ensuring you never miss capturing valuable interaction data. You can typically find these settings by clicking the HubSpot icon in Outlook and looking for “Settings” or “Log and track settings.”

Keep Everything Updated

Software, like a garden, needs regular tending. To ensure your HubSpot Outlook integration runs smoothly and you have access to the latest features and bug fixes, make it a habit to keep both your Outlook application and your HubSpot add-in updated. Microsoft rolls out updates for Outlook regularly, and HubSpot updates its add-ins to match. Staying current helps prevent compatibility issues and performance hiccups.

Utilize Desktop Notifications

If you’re using the HubSpot Sales web add-in, consider also installing the HubSpot Sales Chrome extension if you use Chrome. This allows you to receive instant desktop notifications for tracked email opens and clicks, even when Outlook isn’t the active window. It’s a fantastic way to stay on top of engagement without constantly checking your email or HubSpot activity feed. Just remember to configure your browser’s notification settings to allow these pop-ups. Mastering HubSpot: Your Ultimate Demo Video Guide for Business Growth

Use Inbox Automation Wisely

For those with the full inbox automation enabled, HubSpot can automatically create contacts and suggest tasks based on your email content. This can be a huge time-saver! Just be mindful of the data being processed. If you’re communicating with personal contacts or don’t want every email scanned, you might want to adjust these settings or manually log specific emails. It’s all about finding the balance that works for your workflow.

By adopting these habits, you’re not just using the HubSpot Outlook extension—you’re mastering it. These small changes can add up to significant time savings and a more powerful, insightful approach to your sales and communication efforts.

Frequently Asked Questions

Is the HubSpot Outlook desktop add-in still supported for New Outlook?

No, HubSpot has ended active development and support for the traditional HubSpot Sales Outlook desktop add-in due to significant changes introduced by Microsoft in the New Outlook for Windows. HubSpot strongly recommends transitioning to the HubSpot Sales web add-in Office 365 add-in instead.

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How do I install the HubSpot extension for Outlook on Mac?

For Outlook on Mac, you should install the HubSpot Sales Office 365 add-in the web add-in. The old desktop add-in never supported Mac. You can typically install this directly from Microsoft AppSource or through the “Get Add-ins” option within your Outlook for Mac application. If you’re using the desktop Outlook app on Mac, ensure it’s installed via your Microsoft 365 subscription, not a standalone version.

Can I track email opens and clicks with the HubSpot Outlook integration?

Yes, absolutely! The HubSpot Sales add-in allows you to track when recipients open your emails. If you have a Sales Hub paid seat, you can also track when recipients click on links within your emails. You’ll often receive real-time notifications about this engagement.

What are the main features of the HubSpot Sales web add-in for Outlook?

The HubSpot Sales web add-in brings several powerful features to your Outlook inbox, including email tracking opens and clicks, logging emails to your HubSpot CRM, access to email templates and snippets, enrolling contacts into sequences with Sales Hub paid seats, inserting meeting scheduling links, and viewing contact profiles directly within Outlook.

How do I ensure my emails are logged to HubSpot automatically?

To ensure emails are logged automatically, first, confirm you have the HubSpot Sales web add-in installed and connected to your HubSpot account. Then, in your Outlook compose window, open the HubSpot sidebar and check the “Log email” option. Many users also customize their default HubSpot add-in settings to automatically enable email logging for all outgoing messages.

What should I do if the HubSpot add-in isn’t showing up in my New Outlook?

First, try restarting Outlook. If that doesn’t work, check your Outlook add-in settings usually File > Manage Add-ins or Settings > Manage add-ins in the web app to make sure “HubSpot Sales” is enabled. Also, verify that you installed the web add-in from Microsoft AppSource and not an older desktop version, as they can conflict. Supercharging Your Data View: A Deep Dive into HubSpot Dashboard Filters

Does the HubSpot Outlook integration work with Office 365 from GoDaddy?

No, the HubSpot Sales Office 365 add-in is generally not compatible with Office 365 accounts hosted by GoDaddy because GoDaddy often does not support third-party apps in the same way standard Office 365 accounts do. You’ll need a standard Office 365 hosted email account for the integration to work correctly.

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